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In OneNote 2010 Essential Training, instructor David Rivers demonstrates how OneNote can be used to take notes, organize thoughts, do research, and collaborate with others on projects. This course shows how to quickly add rich content to notebooks, format the content with OneNote's new formatting and styles capabilities, organize information to suit individual needs, and retrieve information effectively. It also shows how to take advantage of the robust OneNote 2010 sharing and collaboration features like Outlook integration, change highlighting and page versioning, wiki-style linking, and the OneNote web applications. Exercise files accompany the course.
When you decide to share a notebook and collaborate with others on a project, you may have multiple contributors to a notebook. These are known as authors in OneNote 2010. There are some cool features that will allow you to track who is contributing what and will also allow you to find that content quickly. Let's use our TwoTrees12 notebook to take a look at this. We'll start with the Revenues section selected here on our Income Statement. We really don't see anything happening on this page. If we go to another section such as Recipes, and make sure the A-D page is selected, I'll see these little initials here off to the right in our note.
As we move inside the note, you can see there is a bar kind of the same height as our last two links on this list. The first three, we don't see anything next to them. With authors, you're always going to see other authors' initials, if it's turned on, but you won't see your own. So in this case, I know that these are mine. If you're sharing a notebook and you've got other people contributing to that notebook, you'll see the same thing that I'm seeing here. So in this case, I see the initials KL. If you hover over the initials, you're going to see the full name, in this case, Karen L. This is the username they use to login to Windows.
You'll also see when they made their last modification, the date and the time. So that's great. But if you've got a huge notebook, how can you find all of the contributions by this person? All you have to do is go up to the Share tab on the Ribbon. You'll notice here in the Shared Notebook group, we've got a couple of options for working with multiple authors. One is to Find by Author. Let's give that a click. It opens up our Search Results task pane. You can see automatically it's searching for the various authors. So you'll see this little Collapse and Expand buttons next to the name.
You'll also see a list of all of the authors who have contributed to this notebook. In this case, there is only two. Myself and one other person. So when I expand any of those sections, I can see each of the pages where a contribution was made. There is our A-D page. If we go to Red Pepper Marinade, not only does it take us to the page, but it also highlights the contribution. You can see the initials here are next to that contribution. That's a great way to zero in on specific contributions by author.
When you're done, just simply close the task pane by clicking the Close button. Now if you don't like seeing these initials, maybe it's a little bit too cluttered. It's not really important who has contributed what. You can always hide this information as well by going up to the same group here, the Shared Notebook group on the Share tab of the Ribbon. Click Hide Authors. That's going to hide those initials. It doesn't mean, we can't still find by author. If we go to the Find by Author button, we're still able to go to specific pages and see the highlighted content, but we don't see the initials.
So the Hide Authors button is simply hiding the initials that you might find cluttering the screen. If you want them back, just simply click the same button. It's a toggle. To turn them back on, you're no longer hiding the authors' information. You're able to hover over and see the full information. Remembering that it's the username they used to login to Windows that appears there, as you hover over their initials. So a couple of cool little features to help you know exactly who is contributing what to notebook and also to be able to display that information right in front of your eyes.
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